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Job Details

  • Location: Roseville, MN, 55113
  • Date Posted: 2 weeks ago
  • Employment Type: Full Time
  • Category: Biotechnology/Pharmaceutical
  • Req Number: 18648
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Presbyterian Homes & Services is seeking a full time, benefit eligible Executive Assistant.

The Executive Assistant will support the VP of Engagement and Advocacy, Human Resources, team and oversee the home office reception team.

The Executive Assistant reports to the designated Senior Vice President(s) or Vice President(s). This position will also take direction from various members of the executive team that this position supports. This position works collaboratively with PHS Management staff, Site Leaders, and functional directors of assigned areas of accountability.

Consider joining our team in providing compassionate and high-quality care and services within a caring Christian environment.

The Executive Assistant is responsible for supporting the designated Senior Vice President(s) or Vice President(s). This position will work independently to perform complex administrative and operations duties, represent Presbyterian Home and Services with the highest level of professionalism, and work with a high level of confidentiality of critical business matters. This position will provide high level administrative support to the executive team in the area of executive administrative support, internal and external meetings management, and project management. The Executive Assistant will work across multiple functions and will take initiative to ensure the needs of internal and external stakeholders are met.
  • Create a positive customer experience by prompt attention to service requests that includes communicating completion of assigned tasks. Anticipate and act accordingly to common re-occurring customer needs. Be a good ambassador of PHS locations and the home office. Maintain current knowledge of PHS locations and key site contacts in order to accomplish job goals. Establish and maintain effective communication systems with all customers and staff.
  • Perform various complex administrative duties including research, for travel arrangements (which may include comprehensive international travel), meeting scheduling/calendar management, candidate interviews, and expense reporting/ reconciliation. Understand the processes required to support extensive travel demands or expense allocation and guidelines. This may include but is not limited to executive phones, creating responses to incoming mail/email, and composition of correspondences, reports and forms on behalf of or the benefit for the SVP or VP and/or their staff.
  • Provide support for complex meetings, demonstrating capability in audio conferences, video conferences, and a mastery of other technology as needed. Plan, prepare, and coordinate special meetings including agendas, meeting materials, logistics, action items, travel, and catering. Orders supplies and equipment.
  • Assist with the development, implementation, and administration of projects and procedures, including presentations to Senior Leaders, and key stakeholders. Act as liaison with other Executive Assistants to share information and develop policies and procedures.
  • For special projects, will research, analyze information and formulate recommendations for SVP or VP and/or staff consideration. Define, develop and execute project planning deliverables including work plans and schedules for assigned projects. Develop and execute project communication plans.
  • Ensure high-quality communication by serving as the information and communication manager for supported executives Manage highly confidential records, files, organizational charts and email distribution lists. Use independent judgment in triaging service requests to the appropriate resource throughout the organization. Acts as an information resource on organizational policies and procedures.
  • Assure effective organization of various information and projects to accomplish PHS and executive team goals such as but not limited to: managing projects, report generation and management including tracking and distribution, creating presentations, creating spreadsheets. Creates, organizes and maintain paper and electronic files, manage informational databases, and conduct research as needed.
  • Synergize department goals with organizational goals by actively participating in department and function activities, meetings, and processes. Provide input regarding effectiveness of organizational policies and procedures. Initiates ideas for process improvement. Assist in the orientation of new team members as assigned. Effectively collaborate with executive team members to accomplish position expectations.
  • Promote continuous self-development and growth. Exhibit technical competence in the field by being familiar with and ensuring compliance with regulations and established best practices. Maintain current knowledge of community resources and organization and industry policies and practices.
  • Develop and maintain knowledge in computer applications, programs, and systems in order to answer and direct questions appropriately. Develop and maintain monitoring systems and processes for responsibility areas. Use discretion and independent judgment to compare and evaluate possible courses of action and decision-making.
  • Demonstrate good stewardship of available resources (office supplies, utilities, time). Recommend or institute changes in techniques or procedures for more efficient operation. Assist in monitoring stock of supplies and assist ordering and restocking of supplies.
  • Support PHS spiritual programming; reinforce the Christian heritage and culture through communications; recognize the importance of spiritual matters to customers and employees.
  • Other areas as identified to support aligned goal setting and achievement as driven by the assigned executive.
  • High school diploma or equivalent. College degree or equivalent experience preferred.
  • Two (2) to Four (4) years of executive administrative support experience.
  • Demonstrated knowledge of computer software applications, such as desktop publishing, project management, spreadsheets, and database management.
  • Ability to manage multiple tasks/projects and deadlines simultaneously and to identify and resolve exceptions and to interpret data.
  • Excellent interpersonal, communication, and organizational skills. Demonstrate effective interpersonal skills in handling sensitive and confidential information in a variety of situations.
  • Demonstrated initiative, discretion, good judgment and ability to work independently.
  • Strong results orientation and bias for action, including a high degree of initiative and self-motivation in identifying and satisfying unmet needs.
  • Demonstrated ability and success working with minimal supervision, including flexibility to changing priorities in a proactive and self-motivated manner.
  • Identify issues and uses effective problem-solving techniques, tact and discretion in managing a variety of situations.
  • Experience with various office equipment such as video conferencing, copy machines, multi-line phones, postage meter, fax machines, etc. Extensive knowledge of Microsoft Office applications.
  • Demonstrated ability to read, write, speak and understand the English language to communicate with all customers. Superior usage of grammar, formatting, and identifying errors is also very important
About PHS:
Presbyterian Homes & Services (PHS), based in St. Paul, Minnesota, is a non-profit, faith-based organization providing a broad array of high quality housing choices, and care and service options for older adults. Over 7,100 employees serve more than 26,000 older adults through 59 PHS-affiliated senior living communities in Minnesota, Iowa and Wisconsin, and through Optage• home and community services. PHS is also co-owner of Genevive, the largest geriatric primary care practice in Minnesota, providing comprehensive care for over 15,000 older adults. Established in 1955, PHS has earned the reputation as an innovative leader dedicated to promoting independence, purposeful living, and overall well-being for those they serve. Today, PHS is one of the largest nonprofit providers of senior housing and services in the nation.

We believe employees are the most important resource in our ministry and we are committed to an environment where employees are valued and empowered to make a difference. With a strong commitment to grow our employees from within, the development opportunities with us are virtually unlimited. We offer competitive wages, opportunities for advancement, ongoing training, and incredible benefits like education assistance and nursing loan forgiveness.

If you have a desire to honor God by enriching the lives and touching the hearts of older adults, consider answering the call and join our team.

PHS is an EEO/AA employer. All applicants will receive consideration for employment regardless of their race, color, creed, religion, national origin, sex, sexual orientation, disability, age, marital status, or status with regard to public assistance.